How to organise a safe hybrid event?
To Do Events was the production partner at the Biohacker Summit 2020 event held last October at the Helsinki Cable Factory.
Biohacker Center BHC Ltd, the company behind the Biohacker Summit event concept, is one of To Do’s longest-standing clients, and it was a pleasure to take on the challenge of co-hosting a safe hybrid event in autumn 2020.This is one of the largest annual biohacker events in the world, and for the tenth time the event brought together companies, speakers, performers and visitors interested in health and wellness optimisation.
Becoming a Resilient Being
The event was organised as a hybrid event: in addition to live participants, the streaming ticket also made it possible to watch the main stage and the interview platform.
The event attracted around 550 visitors/day over the two days of the event, with thousands of followers also tuning in to the stream. The theme of this year’s conference was “Becoming A Resilient Being”. The entire event’s programme and speakers revolved around this timely theme, providing event visitors with important information for this moment in the world.
The central theme in the planning and pre-production of the event was, above all, to organise a safe event, while preserving the spirit of the event and its essential elements.
A safe hybrid event
Safety and hygiene considerations were taken into account in all aspects of the event, from the design of the event floor plan to the serving of food and the possibility of taking body temperature on arrival, including of course the many side events organised. Safety was ensured by a number of measures, including the following:
- A larger and more spacious venue than usual for the number of participants
- Two entrances instead of one
- Optional body temperature measurement at both entrances
- Maintaining safety distances throughout the event area. Safety distances were reminded by floor stickers, posters, event staff and volunteers.
- A strong recommendation for the use of a face mask by both event staff and participants. Face masks were also available for sale in the event area and were offered to event volunteers, speakers and artists, among others.
- Hand disinfection points around the venue and additional hand washing points built for the event.
- Regular disinfection of contact surfaces throughout the event area by partners, exhibitors and volunteers alike
- Lunch portions served from individual, sealed portion boxes
- Only card payment will be used throughout the event area, with a preference for contactless local payment.
- Staff and volunteers trained in the safe event and its activities
- Possibility to follow and participate remotely via streaming
The event was praised for its safe organisation and the special spirit of the Biohacker Summit, which was brilliantly executed and achieved again this year despite the special circumstances.
